Tullahoma Events Center     

Rev. 31Jan2010

The following is the text of rental contract.  Rates shown at bottom of page.

RENTAL AND OPERATING POLICIES

Located in the heart of historic downtown Tullahoma and occupying the former site of a 1940's-era hardware store, the Tullahoma Events Center is a versatile facility that is ready to accommodate a wide variety of events including banquets, reunions, wedding receptions, business seminars, employee training, arts and crafts shows, and even musical events. The TEC is a single multi-purpose room that can handle groups up to 299 persons, and also contains an all-electric catering kitchen. The facility is ADA compliant. All users of the TEC shall agree to the following rules.

DEFINITIONS

For the purposes of this document, the following definitions will apply.

"Owner" shall mean Tennessee Highland, LLC, and/or the Managing Member of the company, and/or any person designated to act on behalf of the company.

"Tullahoma Events Center" and "TEC" may be used interchangeably to refer to the building located at 205 NW Atlantic Street, Tullahoma Tennessee.

"Renter" shall mean the person who signs the contract as well as any company, organization, or governmental agency that person is acting on behalf.

RENTAL PROCEDURE

1. The Tullahoma Events Center (TEC) is available for rental 365 days a year, by prior reservation.

2. Reservations for use of the TEC shall be by contract only and shall be granted on a first-come, first-served basis. The TEC is a privately-owned facility, and all applications must be approved by the owner. The owner reserves the right to deny rental to any person or group which, in the opinion of the owner, would be detrimental to the safety of the facility, interfere with neighboring businesses, or reflect negatively on the TEC or its owner.

3. Contracts must contain a legal signature of an adult. The person signing the contract must be in attendance throughout the entire function being held at the TEC. The person signing the contract is legally responsible for making sure all rules are followed and for any damage that may occur.

4. The minimum rental period is one (1) hour. Refunds are not issued for unused hours. If the event runs longer than reserved, rental fee for the additional time will be deducted from the security deposit. The TEC has a monitoring system which can determine when the facility is in use.

5. No space will be held as a confirmed reservation unless a minimum deposit of 50 percent of the total rental fee, as shown on the contract, is paid.

6. Any unpaid balance must be paid in full not less than thirty (30) days prior to the date of the event.  Payments not received by this deadline may result in cancellation of the rental and forfeiture of all fees and deposits.

7. Reservations cancelled before final payment are subject to forfeiture of the initial deposit. Cancellations after final payment are subject to forfeiture of the full rental fee.

8. A security deposit for cleaning and damage is required and is payable not less than thirty (30) days prior to the date of the event. This deposit will be refunded after the event if the premises are clean and undamaged as determined by the owner. Any damages in excess of the security deposit will be billed to the renter and due immediately upon receipt. Failure to pay for excess damages within three (3) business days will be grounds for court action, and renter will pay court costs and attorney’s fees in addition to the invoiced amount..

9. Access to the Center for the purposes of early setup, rehearsals, or other pre-event preparations, or departure after the designated ending time of the event, unless otherwise approved by the owner, are subject to additional fees.

10. If the adjoining building at 209 NW Atlantic Street is occupied, music or other noise producing equipment in the TEC must not be audible in the adjoining building.

11. Approval for TEC use, and authority to cancel a scheduled event, shall be at the sole discretion of the owner.

GENERAL RULES

12. Smoking is prohibited inside the TEC and on the sidewalk outside the building.

13. Users of the TEC shall confine their activities to only those spaces approved for use. Use of the balcony requires prior approval of the owner and is subject to a maximum occupancy of five (5) persons or one thousand (1,000) pounds, by order of the Fire Marshal.

14. Every individual renting the facility assumes liability for any and all damage to the building and/or equipment during the period of use.

15. No tables, chairs, or other equipment provided by the TEC may be removed from the facility at any time.

16. Furniture and equipment are not to be moved except with the permission of the owner.

17. All exit doors must remain operable and no part of any hallway, corridor or exit may be used in a way that obstructs its use as an exit. Driveway beside the building is for active loading and unloading only to permit emergency exit from building.

18. The maximum occupancy of the building at any time is limited to 299 people, including guests, entertainers, catering staff, and other service providers, by order of the Fire Marshal. Overcrowding is forbidden and may result in cancellation of the event and forfeiture of all fees paid.

19. It is understood that the owner reserves the right to attend any event held in the TEC and/or observe the event via video monitoring. All events are recorded for security purposes.

20. Groups are responsible to see that all activities are properly controlled and supervised. Adequate adult chaperones must be provided if group members are under 21 years of age.

21. Renters of the facility are responsible for leaving the rented premises in a condition that is clean, orderly, and free of trash, debris or other unwanted materials. Failure to do so may result in forfeiture of any refundable deposit and an assessment of additional charges.

22. All trash and other disposables shall be gathered in heavy duty garbage bags to be supplied by the renter or placed in garbage cans provided by the TEC. Recycling is strongly encouraged by the owner, and separate recycling cans will be provided for use by the renter.

23. Renters of the facility shall assume responsibility for noise levels of their participants. Noise that disturbs neighboring businesses will not be tolerated.

24. Any behavior deemed by the owner to be disruptive in any way shall be cause for eviction of participants from the building and may be cause for possible legal action. In such cases, all fees and deposits paid will be forfeited.

25. The TEC’s owner assumes no responsibility for any personal property, equipment, or furniture brought into the building. It is strongly suggested that the renter purchase event liability insurance from their insurance agent to cover damages by or injuries to participants.

26. Use of the TEC does not in any way imply endorsement or sponsorship of the event by Tennessee Highland, LLC or its owner. Publicity shall be designed to identify clearly and accurately the name of the sponsoring group.

27. All requests for the use of furniture, equipment, and room setup should be made on the rental contract.

28. No additional lighting or electrical modifications will be permitted unless approved by the owner.

29. All room or building decorations and fasteners must be approved by the owner.

30. No glitter, sparkles, sequins, or plastic confetti may be used for decorations. No rice, plastic confetti, or other loose material may be thrown inside or outside the building. No bird seed may be thrown inside the building, but may be thrown outside. No "silly string" or bubbles may be used inside or outside the building. Smoke machines and portable dance floors are not permitted inside the building.

31. The use of masking tape, cellophane tape, sticky notes, sticky pads, thumb tacks or other forms of pointed fasteners to hang decorations by direct attachment to painted surfaces, wood, walls, or ceilings is prohibited. Fasteners are provided for decorations along the brick wall, and decorations may be tied to balcony and stair railings. Renters will be responsible for the removal of any decorations and debris immediately after the conclusion of the event.

32. The use of candles, sparklers, fireworks, and open flames is prohibited due to fire risk. With advance permission of the owner, limited candle use for ceremonial purposes will be considered. For decorations, it is suggested that renters purchase battery-operated flameless candles.

33. Kitchen access and use privileges shall be granted to renters, upon request, at no additional cost provided, however, that such use shall be subject to any scheduling restrictions deemed necessary by the owner. Dishes of any kind, serving ware, cups, glassware, flatware, linens, towels and the like are not available in this kitchen and must be provided by the renter and/or caterer. The kitchen is to be used solely as a final preparation and serving facility, and no major food preparation is allowed. Absolutely NO deep frying, pan frying, sautéing, or use of oil is allowed in stove-top preparation, by order of the Fire Marshal.  Initial ________

34. All food and drink served in the TEC shall be restricted to the kitchen and main room, and may not be taken outdoors.

35. Security may be required for certain events and uses of the TEC. The determination of security need shall be made by the owner in conjunction with the Chief of Police of the City of Tullahoma or his representative in consideration of the type of event, user group, and other factors relevant to the proposed rental. When security is deemed necessary, the renter shall contract the same for a period determined by the owner and/or Police Department. Proof of security arrangements must be provided to the owner before the renter is provided keys to the building.

36. Alcoholic beverage consumption is permitted on the premises under the following conditions only:

A. The renter must advise the owner of all plans to serve alcoholic beverages (including wine, champagne, beer, alcohol, spirits, and liquor) before the contract is signed. This will allow the owner to provide information about any required state or local permits before the contract is entered into.

B. The renter agrees to accept full responsibility for ensuring compliance with all laws and regulations of the City of Tullahoma and State of Tennessee regarding the licensing and serving of alcoholic beverages.

C. The renter must be over 21 years of age, whether acting as an individual or representing a company, organization, or governmental agency, and must be physically present on site at all times during the event.

D. Alcoholic beverages may not be sold or given for any consideration on the premises unless in accordance with license requirements of the State and City.

E. No individual attending events may bring in their own alcohol. No alcohol will be allowed outside of the building.

F. The renter must abide by all laws of the State of Tennessee and the City of Tullahoma, including but not limited to: 1) restricting consumption of alcoholic beverages to persons 21 years of age or older, and 2) refusing alcoholic beverages to any intoxicated persons. Violation of either of these stipulations may be grounds for possible fine and/or imprisonment. Representatives of the State and/or City alcohol enforcement divisions have the right to enter the premises during an event to determine if laws are being violated and to take appropriate action.

G. If alcohol, liquor, or spirits are served, a licensed server is required to dispense the beverages.

H. In the event that the reserving party or any of his/her guests either (a) violate any of the conditions set forth above or below or (b) exhibit behavior deemed to be disruptive by an official of the City of Tullahoma, any law enforcement officer, or the owner, such behavior shall constitute a breach of the Rental Contract and the renter and his/her guests will be required to vacate the premises. The owner shall be entitled to retain all rental fees and deposits paid under the Rental Contract as liquidated damages.

37. Any renter or group that fails to comply with the rules set forth herein will be subject to denial of future use of the Tullahoma Events Center.

FEE SCHEDULE

Hourly fee includes set-up and use of the TEC’s 6-foot rectangular tables and stacking banquets chairs. If round banquet tables and/or folding chairs are rented, owner will accept delivery for renter and set up. Cold water will be available in the refrigerator for all events, but renter must provide cups and ice. Orientation for caterer, renter, and/or event planner included (operation of door locks, location and operation of lights, operation of kitchen equipment, floor plan and templates for event planning, emergency procedures, master parking and directions map for guests, list of service providers, list of available decorations, etc.)

• First hour                         $ 150.00
• Each additional hour        $   50.00
• Extended use of kitchen  $   50.00/hour
• Extended set-up time      $   50.00/hour
• Security deposit               $ 150.00 minimum (depending on type of event)

Rates subject to change.